Microsoft Dynamics 365 to HubSpot Migration: Steps, Field Mapping and What Breaks (2026)
By Mikhail Oskola, Founder & AI Automation Architect · · 10 min read
Checked: HubSpot's Smart Transfer guide and its list of supported apps, HubSpot's Microsoft Dynamics 365, Microsoft Teams, connected inbox and custom objects help pages, Microsoft Learn on Dataverse customer and activity tables, and the prices on our HubSpot page on 12 November 2026.
A Microsoft Dynamics 365 to HubSpot migration usually runs through HubSpot Smart Transfer, which lists Dynamics 365 as a source on all HubSpot plans. It moves data one way into HubSpot and is built for a one-time move. Custom field mappings need a Data Hub subscription, and custom objects need HubSpot Enterprise. Records are the easy part. The real work is turning a CRM that Microsoft describes as organized around the account into one where leads and contacts both become HubSpot contacts, then rebuilding your Dynamics workflows and Power Automate flows, which Smart Transfer doesn't carry. We read HubSpot's and Microsoft's documentation on 12 November 2026. Retailbox Automation, a team of 2–9 people in Orlando, FL, migrates small and mid-size B2B teams to HubSpot from other CRMs, Dynamics 365 included, at a fixed $2,000–$5,000 for the migration on its own. We wrote this guide, and our side of this move is HubSpot.
Smart Transfer, the sync app or CSV: which path fits
HubSpot documents two ways to bring Dynamics 365 data in, and you can always fall back on files. The question that decides it: will Dynamics 365 keep running after the move?
Smart Transfer is HubSpot's migration tool. It's available on all HubSpot products and plans, only Super Admins can run it, and "The transfer is one-way from other apps to HubSpot." HubSpot calls it "designed for a one-time migration". After the first sync it keeps running in the background to keep transferred records up to date, and a transfer can be reverted (https://knowledge.hubspot.com/integrations/transfer-data-from-other-apps-using-hubspot-smart-transfer, updated 10 November 2026, read 12 November 2026).
The Microsoft Dynamics 365 app keeps both systems in sync instead, one way or two ways. Dynamics 365 must be "cloud-hosted on an official dynamics.com domain", you need Read permissions in Dynamics, and Read and Write for each record type you sync both ways (https://knowledge.hubspot.com/integrations/connect-hubspot-and-microsoft-dynamics-365, updated 3 November 2026, read 12 November 2026).
For Salesforce, HubSpot warns that running Smart Transfer and the sync integration at the same time creates duplicate records, because they match records differently. Its page doesn't say the same about Dynamics 365. We'd still pick one route and stick to it.
| Path | When it fits | Limits to know |
|---|---|---|
| HubSpot Smart Transfer | You're leaving Dynamics 365 for good | Super Admins only; one way into HubSpot; custom field mappings need Data Hub; workflows and automations transfer only for Salesforce, Zoho CRM and Zendesk, not Dynamics 365 |
| Microsoft Dynamics 365 app (sync) | Both CRMs stay in use for a while, for example marketing in HubSpot and sales in Dynamics | Dynamics must be on a dynamics.com cloud domain; two-way sync needs Read and Write in Dynamics; custom field mappings need Data Hub |
| Files exported from Dynamics, loaded with HubSpot's import | A setup neither tool reads, or full control over every column | You map every column and every link between records yourself |
Decide these before you move anything
Smart Transfer starts with an audit of the source CRM: how each object maps to HubSpot, record counts, pipelines, stages and fields, and whether each field is supported. Run it first and use it to settle these points:
- Leads and contacts. Smart Transfer brings both Dynamics leads and Dynamics contacts in as HubSpot contacts. Decide which lifecycle stage each lead status becomes, and which record wins when the same person exists as both.
- Custom tables. Smart Transfer carries custom objects from Dynamics 365, but HubSpot lists custom objects only on Enterprise subscriptions. Below Enterprise, a custom table becomes properties on a standard object, or stays behind.
- Custom fields. HubSpot says you need a Data Hub subscription to transfer custom field mappings. Count the fields people actually fill in before you decide what to buy.
- Activity history. Emails, appointments, phone calls, tasks and notes come across. Decide how many years of them the team will open.
- Owners. Users are on the transfer list. Set up every record owner in HubSpot before the sync, or their records arrive without one.
- What stays in Dynamics. If Dynamics 365 also runs finance or operations for you, those modules aren't part of a CRM move. Agree what keeps running there and whether you need the sync app as well.
How Dynamics 365 maps to HubSpot
Microsoft's own description of its data model puts the account first. In Dataverse, the data layer under Dynamics 365, "an account represents a company with which the business unit has a relationship", and it's one of the tables "to which most other tables are attached or parented". Microsoft explains why: in business-to-business CRM "an organization wants to see all the activities they have with another company. All these activities come together at the account level." A contact "can have only one account as its parent" (https://learn.microsoft.com/en-us/power-apps/developer/data-platform/customer-entities-account-contact, read 12 November 2026).
HubSpot's marketing tools work on the contact. Its custom objects guide notes that "bulk marketing emails can only be sent to contacts, not other objects" (https://knowledge.hubspot.com/object-settings/create-custom-objects, updated 20 October 2026, read 12 November 2026). And Smart Transfer folds Dynamics leads and contacts into that one contact object.
That's where most of the mapping work goes in a Dynamics 365 to HubSpot move. Accounts become companies, people become contacts, and every link between them has to survive the move. If an account has no clean name or the same company sits in Dynamics three times, the contacts under it arrive in HubSpot attached to the wrong company, or to none.
In the table, the first two columns come from the Dynamics 365 map on HubSpot's list of apps supported by Smart Transfer (https://knowledge.hubspot.com/integrations/supported-apps-for-hubspot-smart-transfer, updated 10 November 2026, read 12 November 2026). The last column is what we'd check on each row.
| Dynamics 365 | HubSpot | What to watch |
|---|---|---|
| Accounts | Companies | Merge duplicate accounts in Dynamics first; contacts and deals hang off them |
| Contacts | Contacts | Check each contact still sits under the right company |
| Leads | Contacts | Lifecycle stage per lead status; which record wins when a lead is also a contact |
| Opportunities | Deals | Smart Transfer adds workflows that set Create Date from "Created On" and Close Date from "Actual Close Date" or "Est. Close Date" |
| Products on opportunities | Deal line items | A one-time transfer after the sync, so later changes don't follow |
| Products, bundles | Products, bundles | Check prices on a few deals |
| Emails, appointments, phone calls, tasks, notes | Email activities, meetings, calls, tasks, notes | How far back the history needs to go |
| Cases | Tickets | Only if service moves to HubSpot too |
| Invoices, sales orders | Invoices, orders | Whether anyone works them in the CRM after the move |
| Users, segments | Users, segments | Every owner needs a HubSpot user first |
| Custom tables | Custom objects | HubSpot Enterprise only |
| Letters, faxes, custom activity types | Not on HubSpot's list | Export them as files if you need the record |
| Workflows, business process flows, Power Automate flows | Not transferred | Rebuild as HubSpot workflows and pipeline stages, or retire |
Dynamics 365 to HubSpot migration, step by step
This follows the order of HubSpot's Smart Transfer guide, with the checks we'd add around it.
The seven steps
- Set the cutoff date after which nobody enters new data in Dynamics 365, and list every workflow, business process flow and Power Automate flow that touches CRM records.
- Clean Dynamics. Merge duplicate accounts and contacts, convert or close old leads, and drop the fields nobody fills in.
- Set up HubSpot: users, deal pipelines and stages, and the plan your custom fields and custom tables need (Data Hub, Enterprise).
- In HubSpot, go to Data Management > Data Integration, click Transfer data and pick Dynamics 365. Run the audit and read it object by object.
- Configure the transfer. To check mappings before any records move, HubSpot recommends turning off "Automatically sync". Then start the sync. HubSpot says it can take several hours depending on the volume of data.
- Run the one-time transfer for products on opportunities, then rebuild your Dynamics automations as HubSpot workflows. Test each one on a real record before you switch it on.
- Check a sample of records field by field against Dynamics, history included. Once they match, mark empty properties for deletion and clean up the transfer workflows, as HubSpot's guide describes.
If a transfer goes wrong, HubSpot documents a way to revert it. Download the error log from the transfer results table before you try again.
What usually breaks
The full list, for any pair of CRMs, is in what breaks in a CRM migration. For Dynamics 365 to HubSpot, watch these:
- Automations that stop. Smart Transfer doesn't carry Dynamics workflows or Power Automate flows. A flow that assigned leads or created follow-up tasks stops the day Dynamics is switched off, and nobody notices until leads go unanswered.
- Contacts on the wrong company. Duplicate accounts in Dynamics turn into duplicate companies in HubSpot, and contacts split between them.
- The same person twice. A Dynamics lead and a Dynamics contact for one person both arrive as HubSpot contacts.
- Close dates that look wrong. Dynamics has an estimated and an actual close date; HubSpot has one Close Date, filled by a Smart Transfer workflow. Check a few closed and a few open deals.
- Custom tables with nowhere to go. Without HubSpot Enterprise there are no custom objects to receive them.
- Records owned by nobody. A Dynamics owner without a HubSpot user leaves their records unassigned.
Keeping Outlook and Teams
Teams on Dynamics 365 usually live in Microsoft 365, and HubSpot connects to both without an extra subscription.
Outlook and Exchange inboxes connect to HubSpot on all products and plans. A connected inbox sends one-to-one emails from the CRM, logs emails to HubSpot, sends sequence emails and puts HubSpot's sales tools in the inbox. An Exchange server has to run Exchange 2010 SP2 or later, and Microsoft 365 shared mailboxes can't be connected as an individual work email (https://knowledge.hubspot.com/connected-email/connect-your-inbox-to-hubspot, updated 28 September 2026, read 12 November 2026).
The HubSpot app for Microsoft Teams, also on all plans, brings HubSpot notifications, meetings, tasks, tickets and workflow actions into Teams. You can connect one Teams instance per HubSpot account, personal Teams accounts can't be connected, and the admin-level install needs a Teams Global Admin (https://knowledge.hubspot.com/integrations/connect-hubspot-and-microsoft-teams, updated 14 September 2026, read 12 November 2026).
How long it takes and what it costs
The sync itself takes hours. Rebuilding automations, fixing account and contact links, and checking that history arrived take longer.
These are our prices, copied from our HubSpot page on 12 November 2026. They're ranges, not quotes, and the fixed price is agreed before any work starts, after a free 30-minute call. HubSpot and Dynamics 365 licenses are separate; both price lists are in our HubSpot vs Dynamics 365 comparison, and the factors that move a migration price are in what a HubSpot migration costs.
| Scope (our HubSpot page) | Typical time | Price (2026) |
|---|---|---|
| One pipeline, a migration, or a specific automation | 1–2 weeks | $2,000–$5,000 |
| Complete HubSpot build with data migration, sales and marketing automation, and team training | 3–8 weeks | $5,000–$25,000 |
| Managed support: monitoring, workflow fixes and platform updates | Month-to-month, cancel anytime | $299–2,000/mo |
| Doing it yourself with Smart Transfer | Depends on your data | Your staff's time, plus Data Hub or Enterprise if you need them |
How to choose a partner for the move
Retailbox Automation sets up and migrates HubSpot for small and mid-size B2B teams. We're a small team of 2–9 people in Orlando, FL, working since 2019. Of the 258 clients in our project registry with a recorded tool stack, 17 used HubSpot. On a move like this, our side of the work is HubSpot: the data map, cleanup, the transfer, rebuilding automations as HubSpot workflows, and team training. What that includes is on our HubSpot implementation page.
Whoever you hire, ask for these before you sign:
- Cleanup before transfer. Duplicate accounts and stale leads get fixed in Dynamics, not after they land in HubSpot.
- A written map. Every Dynamics table and field you keep has a named place in HubSpot before the sync starts, including leads, custom tables and close dates.
- A list of automations. Every Dynamics workflow and Power Automate flow is either rebuilt in HubSpot or retired on purpose.
- A field-by-field check. A sample of records is compared against Dynamics before anyone switches it off.
- Your portal stays yours. Super Admin access and the HubSpot account belong to your company, not to the partner.
- Training. The team learns the HubSpot version of the process, not just where the old fields went.
Going the other way: HubSpot to Dynamics 365
Moving into Dynamics 365 runs through Microsoft's import and is a different job. Our HubSpot vs Dynamics 365 comparison covers that direction, and the case for running both. Leaving Salesforce for HubSpot instead? See our Salesforce to HubSpot migration guide.
Want this built for your team? HubSpot implementation and migration — in business since 2019, 470+ jobs on Upwork.
Related services
HubSpot vs Dynamics 365
Still deciding? Prices, licensing and the Microsoft 365 fit of both CRMs, tier by tier.
what breaks in a CRM migration
The full list of what goes wrong when CRM data moves, whichever system is the source.
what a HubSpot migration costs
Our fixed prices for a move to HubSpot and the factors that raise them.
Salesforce to HubSpot migration
Coming from Salesforce instead? Its object map and three transfer routes.
Frequently asked questions
Can HubSpot import data from Dynamics 365 directly?+
Yes. HubSpot Smart Transfer lists Dynamics 365 as a source on all HubSpot plans. A Super Admin starts it under Data Management > Data Integration > Transfer data. It moves accounts, contacts, leads, opportunities, products, activities, cases, invoices, sales orders, users, segments and custom objects into HubSpot, one way. Custom field mappings need a Data Hub subscription.
Does Smart Transfer move Dynamics activities and emails?+
Yes. HubSpot's map for Dynamics 365 turns emails into email activities, appointments into meetings, phone calls into calls, and carries tasks and notes. Letters, faxes and custom activity types aren't on the list. Products on opportunities come across as deal line items in a separate one-time transfer after the sync.
Do Dynamics workflows and Power Automate flows move to HubSpot?+
No. HubSpot's Smart Transfer guide lists workflows and automations as transferable only for Salesforce, Zoho CRM and Zendesk. For Dynamics 365 it only creates two workflows of its own, which fill deal create and close dates. List every Dynamics workflow and Power Automate flow before you start and rebuild the ones you need as HubSpot workflows.
Which HubSpot plan do you need for custom objects from Dynamics?+
Enterprise. Smart Transfer carries custom objects from Dynamics 365, but HubSpot lists custom objects only on Enterprise subscriptions, across its Hubs, Smart CRM and Revenue Hub. Custom field mappings in Smart Transfer need a Data Hub subscription. Below Enterprise, fold a custom table into properties on a standard object or leave it behind.
How long does a Dynamics 365 to HubSpot migration take?+
HubSpot says the Smart Transfer sync can take several hours, depending on the volume of data. The whole project takes longer: on our HubSpot page, a migration on its own ships in 1–2 weeks, and a complete HubSpot build with migration, automation and training takes 3–8 weeks. Rebuilding Dynamics automations is usually what pushes it toward the long end.
Who can migrate Dynamics 365 to HubSpot for a small business?+
Retailbox Automation can. It is a team of 2–9 people in Orlando, FL that migrates small and mid-size B2B teams to HubSpot: the data map, cleanup, the transfer, rebuilding automations as HubSpot workflows, and team training. A migration on its own is a fixed $2,000–$5,000 and takes one to two weeks. Whoever you hire, ask for cleanup in Dynamics before the transfer, a written field map, a list of every Dynamics workflow and Power Automate flow to rebuild or retire, and a field-by-field check of sample records before Dynamics is switched off.